EXAMPLE Core Planning Team (CPT) Pre-Workshop Conference “Caring for Elders During Disasters”
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Transcript of EXAMPLE Core Planning Team (CPT) Pre-Workshop Conference “Caring for Elders During Disasters”
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EXAMPLE
Core Planning Team (CPT)Pre-Workshop Conference
“Caring for Elders During Disasters”
Photo courtesy of The Baton Rouge Advocate / 2005.
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Welcome & Introductions Planning Partners & Hosts
◦ Debbie Peck, Emergency Management CoordinatorPinellas County Office of Emergency Management
◦ Jason Martino, Emergency Coordinating OfficerArea Agency on Aging of Pinellas & Pasco
◦ Amber Boulding, Public Health Preparedness Manager Florida Department of Health - Pinellas County
Project Team◦ Ray Runo, Project Director
Disasters, Strategies, & Ideas Group (DSI)
◦ Robin Bleier, PresidentRB Health Partners
◦ April Henkel, Project ManagerFlorida Health Care Association
CPT Partners
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Meeting Purpose
Provide an overview of the project
Define the purpose & role of the Core Planning Team
Review the Community-Based Planning Process and the continuum framework
Establish a list of workshop invitees
Review the workshop agenda & identify local SMEs to support the workshop’s goals
Confirm the workshop date and venue
Establish a CPT post-workshop meeting schedule
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Project Overview
“Healthcare Systems
Needs Analysis for
Elders During Disasters”
A project funded by the Fla. Dept. of Health
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Project Origin and Purpose
• Our History and ExperienceProject Rationale & Need for the Project
• Vision… During disasters, the complex health and medical needs of Florida’s elder population will be met.
• Mission… To develop and implement a comprehensive methodology for identifying and codifying disaster roles and responsibilities for the many stakeholders comprising the continuum of healthcare for Florida’s elder population during disasters.
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Three Year Project
Identification of Elder Care Stakeholders◦ Established a Core Planning Team◦ Conducted regional stakeholder workshops◦ Analyzed stakeholder roles & responsibilities
Developed Continuum of Healthcare for Elders During Disasters & Planning Considerations (and tested the model)
Preparing Communities to Care for Elders During Disasters – the Community-Based Process
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The
Core Planning Team
(CPT)
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The Role the Core Planning TeamProvides guidance and direction for the
community-based planning process
Identifies the key stakeholders involved in the local community’s healthcare and support continuum for elders
Supports the community’s response to gaps identified through community-based planning
Actively facilitates integration of elder healthcare and support stakeholders into a local community’s emergency management, preparedness, response and recovery system
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Elder Care Continuum Stakeholders
County Emergency Management (EM) & Health Department (ESF8) Area Agency on Aging (AAA) 2-1-1 agencies (information and referral network) Alzheimer’s caregiver support organizations Behavioral Health Providers COAD / VOAD (when active in a community), including Red Cross Councils on Aging / Senior Centers / Other aging network provider organizations Emergency Response Agencies (e.g., EMS, fire, law enforcement) Energy providers Home health agencies & geriatric care managers Hospitals & other healthcare providers (e.g., clinics, medical equipment, VA) HUD housing (for seniors) Nursing homes, assisted living facilities & continuing care retirement communities Pharmacies Renal dialysis centers Selected Govt. partners (Dept. of Elder Affairs; Co. Health Dept.; Agency for Health
Care Admin.; Adult Protective Serv./Dept. of Children & Families; Veterans’ Affairs) Transportation providers OTHER groups important in the healthcare continuum for elders in the local
community
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The
Community-Based Planning Process & Continuum
Framework
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The Community-Based Planning Process…
Identifies, engages and integrates all key stakeholders involved in elder care during disasters
Results in specific solutions to improve the community’s capability to care for elders during disasters
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Why is this approach needed? Emergency planners often lack awareness of the
vulnerability and complex care requirements of many elders
The scope of healthcare stakeholders for elders is broad and complex with many dependent and interdependent roles and responsibilities to coordinate and integrate
Communities (& stakeholders) have varied levels of preparedness, planning & response capabilities/capacities
Elder care stakeholders may not be actively integrated into the community’s emergency management planning
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Expected Outcomes…
Gain knowledge and understanding of current community resources, capabilities & plans for care of elders, across the healthcare and support continuum
Identify the desired state of preparedness, response, & mitigation capabilities for elder care
Identify gaps between the current capabilities & the desired state
Develop action plans, timelines & responsibilities for filling gaps
Develop sustainment strategies for on-going planning & partnerships
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Planning & Workshop Sequence
Concept & Objectives Meeting (EM, ESF8, AAA)◦ First meeting of the Lead Team (EM, ESF8, AAA); typically 75 minutes◦ Goal: Brief the lead team; develop tentative timeline; identify CPT members
CPT Pre-Workshop Conference◦ Typically a 2 to 3 hour planning meeting of the CPT◦ Goal: Invitation list, workshop date, speakers and agenda
Community-Based Workshop◦ All stakeholders/partners identified by the CPT ◦ Structured agenda and process◦ Goal: Identify gaps in the continuum of healthcare for elders during
disasters, in your community & solutions
Post-Workshop Planning Session(s)◦ De-briefing ~~ action plans ~~next-steps◦ Additional meetings as needed
Incorporate Action Plans – Sustaining the Process◦ …into EM’s preparedness & response system◦ …into the plans of key partners (e.g., AAAs)
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The Framework:Healthcare & Support Continuum
for Elders during Disasters
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Planning for the care of elders during disasters
begins with an understanding
of the community’s
Healthcare and Support Continuum for Elders
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Continuum of Care - AssumptionsIndividuals are unique - common care &
support services.Condition and needs will change over the
term of the disaster (decompensation).In a disaster environment, healthcare,
services and support will be limited, temporarily unavailable, or absent.
Expect negative outcomes when the continuum is disrupted or broken.
Community Resiliency: Augmentation or Replacement Strategies
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Elder-Focused Planning Considerations
Elders require a comprehensive approach to disaster-based planning considerations:
#1 Elder community profile – what are the characteristics of your elder population and who are the stakeholders that serve them?
#2 Risk identification and management – how vulnerable are your elders?
#3 Continuum of healthcare and support systems for elders – who are your stakeholders and what are their roles?
#4 Community preparedness & response planning for elder populations – how integrated and comprehensive are your stakeholders’ emergency plans (your continuum’s stakeholders)?
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Planning Consideration
#1 Characterizing the Elder Population
Elder demographics and locations◦Residential Areas/Mapping◦Service Providers (stakeholder groups)◦Elders living “independently”
Elder Population Vulnerabilities◦Morbidity and mortality issues◦Behavior during disasters◦Decompensation
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Planning Consideration
#2 Risk Identification and Management
Community hazards and vulnerabilities
Specific hazard impacts on elders
Clinical risk factors◦Strategies for managing elder risk factors
Elder healthcare system demands versus community capabilities
Community resilience considerations
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Planning Consideration
#3 Continuum of Healthcare Systems for Elders During Disasters
Population demographics (demand) and local stakeholder capabilities (supply) drive the continuum
Identify healthcare, community, and social support systems present on a “sunny day”
Building your continuum◦ Visual and descriptive tools
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On a Sunny Day… in a Typical Community:
Proportional Use of Healthcare Systems & Supports by Elders
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On a Rainy Day…in a Typical Community:
Shifts in Proportional Use of Healthcare Systems & Supports by Elders
Elder Living Independently in the Community A smaller number are able to sustain independence
GENERAL SHELTERS
ACUTE CARE Hospital settings
Skilled Nursing Care Utilization limited by regulatory caps
Assisted Living Elder Lives in a Care Community
Utilization limited by regulatory caps
Moderate Support: Elder Living Independently in the Community Increased # of elders needing more support than informal networks can provide
SPECIAL NEEDS SHELTERS
Extensive Support: Elder Living in the Community Increased # of elders w/ complex health issues & limited ADL capability requires
extensive support from healthcare system providers
Some Support: Elder Living Independently in the Community Previously independent elders now need support & help
GENERAL SHELTERS – SPECIAL NEEDS SHELTERS
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The “Continuum” Framework
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• Similar to the “continuum of care” concept in aging services – there are many stakeholders in the continuum of healthcare & support services
• Reflects functional roles and responsibilities, relationships, dependencies, and interdependencies that link stakeholders together on behalf of elders during disasters
• Supports the identification of gaps in the healthcare continuum for elders during disasters
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Continuum of Healthcare & Support for Elders~~ A Complex System ~~
Vulnerable
Elders
Heathcare
(Medical Services)
Medicine
Food
Air / Oxygen
Water
Healthcare Facility
Personal Residence
Caregiver Support
Assisted Living Retirement
Communities
Family support
Electricity
Home Health Care
Medical Equip. & Supplies
Community Disaster
Plan
Personal Disaster
Plan
Transportation
Hobbies & Interests
Social Networks
Federal Disaster
Resources State Disaster
Resources
Shelter Resources
Home- & Community
Based Services
Senior Centers & Activities
Community Support Services
(e.g., Food Bank)
Faith Based Support
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Continuum of Healthcare~~ Normal (Sunny) Day ~~
An Individual Elder’s Healthcare &
Support Continuum
Family Support Home &
Comm.-based
Services
Medical Support Services
Transp. Services
Food and Water
Social Supports
(e.g. friends; neighbor
s)
Faith Based
Support
Utilities
Medications
Medical Equipmen
t & Supplies
Green = OKYellow = ReducedRed = Off-line
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Continuum of Healthcare~~ Disaster (Rainy Day) ~~
Elder
Family Support Home- &
Comm.-based
Services
Medical Support Services
Transp. Services
Food & Water
Medications
Social Support Services
Medical Equip. & Supplies
Faith Based
Support
Utilities
• Time Progression• Decompensation
Green = OKYellow = ReducedRed = Off-line
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Continuum of Healthcare~~ Disaster (Rainy Day) ~~
Elder
Family Suppor
t
Home &
Comm.-based Serv.Medical
Support
Services
Transp. Service
sFood
&
Water Medica
-tions
Social
Support Service
s
Medical Equip.
& Supplie
s
Faith Based Suppor
t
Utilities
Shelter?
Hospital?
• Time Progression• Continuum disrupted• Advanced
decompensation• What next?
• Family/friends?• Shelter?• Hospital?
• What are the community’s planning contingencies?
Green = OKYellow = ReducedRed = Off-line
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A Stakeholder Example
AreaAgency on
Aging“Continuum”
Admin(payroll) Volun-
teers
Physical Plant / Maint.
Electricity -
Utilities
Phones
Info. Tech. (IT)
Off-Site Facilities
(other AAA
offices)
Info. & Referr
al Service
s
Senior Center
s
CCE Provide
rs
Nutrition Providers
Transp.
Providers
Other Contract Services
/Vendors
Green = OKYellow = ReducedRed = Off-line
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Another Stakeholder Example
Senior Center
Admin.
(e.g.payroll)
Funding (e.g. govt., UW) Volun-
teer Servic
es
Activity Staff
Utilities
Phone
sInfo.
Tech. (IT)
Off-Site
Facilities
(e.g. meal sites)
Care-giver
Supports
Case Mgrs.
Health / Serv. Staff
Phys. Plant
& Maint.
Transp.
Services
Other Contract Services
/ Vendors Green = OK
Yellow = ReducedRed = Off-line
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Hurricane Impacts:Essential Systems Reduced or Off-Line
AreaAgency on
Aging
Admin(e.g.
payroll)Volun-teers
Physical Plant / Maint.
Electricity - Utilities
Phones
Info. Tech.
(IT)Off-Site
Facilities(other AAA
offices)
Info. & Referra
l Service
s
Senior Center
s
CCE Providers
Nutrition Providers
Transp. Provider
s
Green = OKYellow = ReducedRed = Off-line
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Another Stakeholder Example
Senior Center
Admin.
(e.g.payroll)
Funding (e.g. govt., UW) Volun-
teer Servic
es
Activity Staff
Utilities
Phones
Info. Tech.
(IT)
Off-Site
Facilities
(e.g. meal sites)
Care-giver Suppor
ts
Case Mgrs.
Health / Serv. Staff
Phys. Plant
& Maint.
Transp.
Services
Other Contract Services
/ Vendors
Green = OKYellow = ReducedRed = Off-line
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Planning Consideration
#4 Community Preparedness & Response
Planning for Elder Populations◦ Planning requirements – legislative & others◦ Planning guidance – tools and resources◦ Response triggers and contingency plans
Identification, involvement, and integration of community partners◦ What service and support systems exist?
Integration into local EM and ESF 8 planning, training, and exercise programs
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Applying the Planning Considerations:
The Community-Based Workshop
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Pinellas County Community-Based Workshop
“Caring for Elders During Disasters”
Tuesday, April 8, 2014 ~~ 8:30am – 4:30pm
Mid-County Health DepartmentConference Center
8751 Ulmerton Road, Largo
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Workshop Agenda
Start Time: 8:30 a.m.End Time: 4:30 p.m.
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Agenda – Morning TopicsPart 1: Overview
Welcome, Workshop Briefing and Stakeholder IntroductionsProject Purpose & Rationale
o Planning Considerations for Care of Elders during Disasters
o Community-Based Planning Outcomes
Part 2: Framework for Community-Based Planning - The Continuum Model
This is an interactive discussion. Use flipcharts to capture comments. Utilize SMEs identified by the CPT as resources for information (e.g., EM, ESF8 & AAA). Community Profile: Characterizing the Elder Population (People and Stakeholder Roles &
Responsibilities) SMEs: ________________
Disaster Risks and Vulnerabilities for Elder Population SMEs: ________________
Continuum of Healthcare and Support Systems for Elders SMEs: ________________
Community Preparedness and Response Planning for Elder Populations SMEs: ________________
Part 3: Using the Continuum of Healthcare and Support Systems
Work through the sunny day perspective: each person develops petals for their respective organization, followed by the full group identifying petals for the community. Record highlights on flipcharts.
Discuss & Diagram -- Individual Stakeholder Continuum (individual work – 15 min.)
Discuss and Diagram - Local Community Continuum (plot on the vector diagram)
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Agenda – Afternoon Topics
Part 4: Scenario-Based Group Discussion (Pre-Impact)
Facilitated discussion; capture highlights on flipcharts. Scenario Pre-Impact Conditions – utilize continuum diagrams & overview of
planning considerations to discuss current state, desired state & gaps
Part 5: Scenario-Based Group Discussion (Post-Impact)
Facilitated discussion; capture highlights on flipcharts. Scenario Post-Impact Conditions - utilize continuum diagrams and overview of
planning considerations to discuss: Current State, Desired State, and Gaps
Part 6: Comments/Questions/Evaluation
Review and discuss gaps identified
Discuss strategies for filling gaps (prospective partners and methods)
Evaluation & Final Comments
Workshop Ends: 4:30 pm
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Workshop Outcomes & Next StepsWorkshop Outcomes:
Knowledge of current community resources, capabilities & plans for care of elders, across the healthcare and support continuum
Description of the desired state of preparedness, response, & mitigation capabilities for elders
Identification of gaps between the current capabilities & desired state
CPT’s Next Steps:
Action plans, timelines & responsibilities for filling gaps.
Sustainment strategies for on-going planning & partnerships
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After the Community-Based Workshop…
Reconvene the CPT
Present/discuss key findings from the Workshop (gaps, etc.)
Develop an Integrated After Action Process and Action Plans (across stakeholder groups)
Sustain the Process: Plan ~~ Train ~~ Exercise ~~ Evaluate
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Today’s Decisions:
Decide who will be invited to the workshop (stakeholders)
Select subject matter experts
Post-workshop CPT meeting (?)
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Who should attend?
Maximum # of attendees - 40
Invitees:
◦CPT Members (you!)
◦Other stakeholders (Who else? )
(See next slide for ideas…)
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Pinellas County Stakeholders
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Vulnerable
Elders
Heathcare
(Medical Services)
Medicine
Food
Air / Oxygen
Water
Healthcare Facility
Personal Residence
Caregiver Support
Assisted Living Retirement
Communities
Family support
Electricity
Home Health Care
Medical Equip. & Supplies
Community Disaster
Plan
Personal Disaster
Plan
Transportation
Hobbies & Interests
Social Networks
Federal Disaster
Resources State Disaster
Resources
Shelter Resources
Home- & Community
Based Services
Senior Centers & Activities
Community Support Services
(e.g., Food Bank)
Faith Based Support
--Seniors?--Primary Care?--V.A.?--Who else?
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Elder Care Continuum Stakeholders County Emergency Management (EM) & Health Department (ESF8) Area Agency on Aging (AAA) 2-1-1 agencies (information and referral network) Alzheimer’s caregiver support organizations Behavioral Health Providers COAD / VOAD (when active in a community), including Red Cross Councils on Aging / Senior Centers / Other aging network provider organizations Emergency Response Agencies (e.g., EMS, fire, law enforcement) Energy providers Home health agencies & geriatric care managers Hospitals & other healthcare providers (e.g., clinics, medical equipment, VA) HUD housing (for seniors) Nursing homes, assisted living facilities & continuing care retirement communities Pharmacies Renal dialysis centers Selected Govt. partners (Dept. of Elder Affairs; Co. Health Dept.; Agency for Health
Care Admin.; Adult Protective Serv./Dept. of Children & Families; Veterans’ Affairs) Transportation providers OTHER groups important in the healthcare continuum for elders in the local
community
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Subject Matter Experts (local)
Elder population profile: ______________________
Related risks & vulnerabilities: _________________
Pinellas County’s continuum: __________________
Preparedness & response planning: ____________
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Post-workshop CPT Meeting?
Meet morning of April 9?
Meet at a later date via phone?
Other Options?
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Comments & Questions
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~ For More Information ~
Ray Runo ([email protected])April Henkel ([email protected])
Robin Bleier ([email protected])